Job Work Flow

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Job Work Flow Chart

Pupose and Function

Once you have created a new job you begin what we call the Job Work Flow. You may simply know it as the process of getting bids, awarding the job and ordering it. This process is straight forward and probably very familiar to you:

  1. Prepare Job Specifications
  2. Select Suppliers
  3. Send Request For Quote (RFQ)
  4. Collect Supplier Prices
  5. Compare Prices
  6. Award Job
  7. Create Job Order
  8. Send Job Order

The P3 system has an easy to use analogue for each of these steps. A typical workflow looks very similar. Click on the links below for help with each step:

  1. Prepare Specifications in an RFQ
  2. Selecting suppliers from the Supplier List
  3. Sending the RFQs to your suppliers
  4. Receiving responses and updating bids
  5. Comparing prices using the Compare Bids window and selecting a winning supplier
  6. Creating, authorizing, and sending a job order
  7. Completing the job and updating information for the Reporting System

As you move through the workflow, you will update the Job Status to reflect its current state. As you complete jobs and collect data about suppliers and their performance, the Reporting System will become an extremely useful tool for informed buying and keeping track of your company's affairs. This workflow can be seen in the buttons located along the top of the Job Master.

Buttons running across the top of the Job Master window

Job Master Work Flow Buttons

Conveniently, there is a series of buttons running across the top of the Job Master window that follow the typical Job Work Flow. The same functions are available through the Actions menu, but the buttons are very convenient.

Select Suppliers - This button will open the Suppliers List window. Click on a supplier from the list, and then click the Add supplier above to job button. Do this for each supplier you want to bid on the job. If you change your mind, click on the Remove supplier from job button. Click here for more information on the Suppliers List page.

Send RFQ - Clicking this button will activate the email generator that will prepare an RFQ (Request For Quote) email message. The subject and introductory text in the message can be modified before sending. The job specifications you created will be appended to the end of the introductory message.

Compare Bids - This button launches the bid comparison window. Once the prices are posted in the system, you can quickly compare suppliers using the Compare Bids window. This window displays a table of the selected suppliers and the prices offered for the job.
To alleviate the nuisance of entering prices manually, P3 Software has created a web page mechanism through which suppliers can enter their prices and comments, and you can download them directly to the job record. On the Compare Bids window there is a button labeled Update Prices that will automatically pick up prices posted for the job through the P3 Software web site. We have taken special precautions to ensure that this process is simple for suppliers and very secure. The Compare Bids window also contains a button that allows you to Award the job to a particular supplier.

Award Job - This process triggers a set of optional email messages to the winning and losing suppliers regarding their bids. In addition, the supplier that is awarded the job is entered on the Job Order automatically.

Order Job - Once the job is awarded to a supplier, you can then click the Order Job button. This will open the Job Order window where you can add information to create a Work Order.

Complete Job - When a job has been completed, click the Complete Job button. This will trigger a series of prompts asking if you want to set the completion date, rate the supplier's performance and deactivate the job. This clean up process is very important for tracking supplier performance and moving old jobs off your active job list.

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